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A Worked Example: Personal Sphere Check-In

Tutorial example only. All names, circumstances, and messages are fictional and are not drawn from a customer assessment or contact database.

This walks through the full execution loop using Personal Sphere Check-In, a COI & Database Maintenance tactic where you reach out to a small number of known contacts with a genuine personal message that keeps the relationship warm.

1. Contact Context

Fictional contact: “Dana R.,” a past client from about 18 months ago. No contact in roughly four months. The agent recalls Dana mentioning a new job and considering a kitchen renovation at the time of the last conversation.

2. Completed Required Inputs

  • Contact name: Dana R.
  • Relationship: Past client, closed transaction about 18 months ago.
  • Last contact: Roughly four months ago.
  • Personal detail to reference: Mentioned a new job and was considering a kitchen renovation.
  • Tone: Warm, brief, no sales pitch.

3. Submitting Inputs and Prompt Together

The agent pastes the completed input list above, then the entire Personal Sphere Check-In AI Prompt directly below it, and sends both as one message.

4. Sample AI Result

“Hi Dana! I was thinking about you and wanted to check in! Congrats again on the new job, I hope it’s going well. Also curious how the kitchen renovation planning is coming along. No agenda here, just wanted to say hello. Let me know if you ever want to grab coffee and catch up!”

5. Final Approval

The agent confirms Dana’s name is spelled correctly, confirms the renovation detail is still something the agent actually knows to be true, and decides no brokerage disclosure is needed for a casual personal message like this one.

6. Send

The agent sends the message by text, matching how they’d naturally reach Dana.

7. Follow-Up

Dana replies the same day and mentions she’s still planning the renovation for spring. No immediate business need. The agent thanks her for the update and leaves the door open.

8. Tracking Entry

  • Blueprint used: Personal Sphere Check-In
  • Contact: Dana R.
  • Date completed: [date sent]
  • Response: Replied same day, still planning a spring renovation.
  • Follow-up date: Six weeks out, or sooner if Dana reaches out first.
  • Business signal: None yet, relationship maintained.
  • Next action: Check in again in six weeks.

Notice that nothing here required a big ask or a sales pitch, just a genuine, specific message and a simple record of what happened next.